Tax Withholding Authorization Records

Records that document amounts withheld by Payroll from employees' checks for taxing authorities. File may include the Statement for Claiming Benefits Provided by Section 911 of the Internal Revenue Code; Withholding Allowance Certificates (W-4s); Earned Income Credit Advance Payment Certificates (W-5s); Non-resident Alien Request for Exemption from Tax Withholding (IRS Form 8233); Alien Information Request Form; and Request for Exemption from State Income Tax Withholding. Individual records may include employees' names, addresses, social security numbers, and tax identification numbers.

Category

Human Resources

Maintainer

Finance Division

Retention Period

Retain for four years after superseded or employee separates.

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008